Information Technology Innovations in Office Management - A Case Study

International Journal of Research & Development in 

Technology and Management Science –Kailash 

Volume - 21| Issue 6 | MARCH 2015 | ISBN - 1-63102-450-7 

European Article Number [EAN] - 978-163-102-450-4 

editor.ijrdtm@rtmonline.in | editor@ijrdtm.com | http://journal.rtmonline.in | http://www.ijrdtm.com 

Paper Id: IJRDTM –053071 

INFORMATION TECHNOLOGY INNOVATIONS IN OFFICE 

MANAGEMENT - A CASE STUDY 

by 

Reshma | Manager | Srinivas Institute of Management Studies | Pandeshwar, Mangalore 

575001, India | reshmabsalian@gmail.com 

& 

P. Sridhar Acharya | Associate Professor | Srinivas Institute of Management Studies | 

Pandeshwar, Mangalore – 575001, India | sridharaacharya@gmail.com 

& 

P. S. Aithal | Professor | Srinivas Institute of Management Studies | Pandeshwar, Mangalore 

575001, India | psaithal@gmail.com 

ABSTRACT 

Paperless automated management system is the current trend in the 

market. The office which deals with the administration of the college has 

several responsibilities like student admission, document collection and 

verification, fee collections in various streams like admission, 

examination, attendance report, internal assessment report, general notices 

etc. Recently we have developed software called Information Management 

System (IMS) for the office management which automates all the services 

of the office management system. This paper presents the implementation 

of IMS for the office management system which include automated 

monthly attendance report, automated internal assessment marks, 

information about the students and their parents, information about the 

various types of fee collected from the students, study materials submitted 

by the staff members. It also provides information about the performance 

of the students to the parents by means of sms, email services. The system 

also helps salary calculations, salary report generation of the staff 

members etc. This paper also highlights the development of the software 

using open-source with server side implementations. 

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KEYWORDS: Computer software, Management Information System, Office Management 

System, Student Information System. 

I. INTRODUCTION 

An organization can function successfully when the objectives of the organization for which it 

is existing are properly functioning and an effective administration to support the core 

objective of the same. An education system needs both good teaching staff with all the 

infrastructural facility and an effective administration department. The responsibilities of the 

administration department start from admission to examination, result and alumni activities. 

The major responsibilities include student admission, marks card verification, assigning the 

register number to the students, fee collection, monthly attendance, internal exam marks report, 

internal assessment, various examination related activities, effective management of teaching 

and non teaching staff, leave and salary management etc. 

The traditional office management system functioning in many educational institutions use 

manual methods with files, ledgers using a huge amount of human resource and this old 

traditional system has a lot of drawbacks. The efficiency in this administration system is very 

poor. The best practice in the office administration is the implementation of software based 

Office Automation System[1-8]. 

This paper contains the information about the best practices followed in the office of Srinivas 

Institute of Management Studies (SIMS), Pandeshwara, Mangalore using the software 

developed by the Computer Science department of the college using the open source platform. 

Supporting functions like Pay Roll and Leave, Attendance, Teaching, Administration, Support 

service conditions, updating of Informing the Attendance and Internal Marks, Discipline, 

Scholarship, Certificate courses, arranging Industrial visits, Project work, Providing Transport 

facilities, Block Placement, Summer placement, project work to the students are practiced 

using indigenous developed office automation system. 

II. ABOUT SIMS 

Srinivas Institute of Management Studies is well known for imparting value based education in 

various disciplines. Situated at Pandeshwara, Mangalore, the college runs three post graduate 

(PG) courses namely MBA, MSW & MCA and three under graduate (UG) courses BCA, BBM 

& B.Com. To track of the immense work related with these six courses, the college has 

developed office automation and many innovative techniques in its office. The college wishes 

to adopt various teaching & learning methods in its day-to-day process. 

III. INNOVATIONS AT SIMS OFFICE 

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The college office has introduced several innovations which have helped to create a positive 

impact on the services provided by the office for its stakeholders. One of the major 

implementation is the Software based service. The role of this Software is to help the 

management and office staff to manage day to day operations very smoothly. This latest 

proposed system makes the entire office work computerized thus increasing the efficiency of 

work and reducing the need of manpower. At the same time it also helps the office staff and 

faculties to manage the daily operations easily and smoothly. Various modules are used for 

fulfilling the diverse needs of the office works faster. The workflow structure of SIMS office is 

shown in Figure 1. Following Innovations have been introduced by SIMS office in the college 

during last 4 years : 

‣ Sending student Information to the parents 

Updating students’ attendance and Internal marks is done monthly and informed to their 

Parents via short message service (SMS) and E- Mail service. For this purpose, the mobile 

phone numbers and e-mail ids of the parents/guardians are collected at the time of admission 

and stored in the database. This also provides direct access to the parents. The use of this 

software is linked with the college site. Any parent can get the information about the internal 

assessment, marks or attendance or other details of his son/daughter by entering the Register 

number. 

‣ Communication through Email 

General information like college reopening dates, Exam details, Fee details, Choice based 

program details etc. are sent to the students through E-mail. 

‣ Easy Fee Transfer 

E-Banking system, the easy method of transferring the fees from students account to the 

college account is followed in the college. Outstation students can transfer their fees from their 

place to the college account through E-Banking System. 

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Figure 1 : Workflow structure of SIMS office. 

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‣ Learning Environment 


All the office staff members are working in teams with mutual co-operation. This will help us 

for the success of the institution related with admission and examination. The software 

supports all the staff members to go the details of the any department to view only. 

‣ Time Management 

The college provides in-time service to its stakeholders. The work in the office is finished 

within the stipulated time. Whatever services required to the students and faculty members are 

provided with in the specified time. 

‣ Pay Roll Package 

Salary management software is used for calculating the salary of the staff members. It is called 

as Salary Pay pack of Staff Members which include details of salary, P.F., other deductions, 

leave etc., and generates individual pay-slip. The consolidated statement goes to the bank in e- 

format and within 5 minutes the salary will be credited to the individual accounts. 

‣ Service to the Stake Holders 

We are providing excellent services to the staff, students, parents, industries, NGO’s etc. 

Staff: Information and services related to salary, leave/attendance, teaching, administration, 

support services, valuation of examination papers etc. are provided. 

Students: Information and services related to admission, updating & informing the attendance 

and internal marks, discipline, scholarship, certificates & marks card etc. are provided etc of 

their ward. 

Industries: Services related to arranging industrial visits through office communication, 

project work, time management etc. are provided. 

‣ Promotion of Technology 

Staff bio-metric attendance, computer aided services, SMS services, Internet (Wi Fi) 

connections, networked printing etc. are available and used in the college office. 

‣ Development of Technologies 

SIMS, since at the time of its inception had MBA as the major PG course and the workload 

was very less. As the days went by and due to the addition of PG and UG courses the 

workload of SIMS increased enormously. The college introduced 2 PG courses namely MSW 

and MCA and 3 UG courses, BCA, BBM & B.Com. under its banner. Accordingly an online 

system was introduced to cater and lessen the huge workload of office staff related with these 

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courses. Now-a-days most of the work has been done through online technical, 

communications, and human relations skills etc. The Figure 2 depicts the year-wise increase of 

student strength at SIMS. 

1400 

1200 

1000 

800 

600 

400 

200 

0 

1995 2000 2005 2010 2015 

No. of 

Students 

Figure 2 : Year-wise increase of student strength at SIMS. 

‣ Online Support to Stake Holders through college Website 

Updating and monitoring information in the college website to the parents, students, industries, 

alumni, & publics when required. 

‣ Image and Visibility of the College 

Printing college magazine, news-letter, articles in e-magazine, college journals & reports and 

by providing better services to the students and maintaining good relation with Alumni. 

‣ Innovative of office Activities 

SIMS office is maintains a work system both through Online and off line. For the easy access 

of the required data related with heavy workload it was desired to have an online office system 

along with the offline system prevailing in the college. Learning the two different ways to 

change the office status from online to offline allows us to determine the best method of our 

needs. The quick setup uses custom method which lets us to determine storage of offline data. 

Sending of online information regarding admission details, examination, internal marks, 

practical, salary details of staff members etc. to the higher officials of other institutions is done 

through online. Along with this offline is also prevailing and used for manual work like inward 

and outward communications, appointments etc. This has made the work distribution easy and 

accessible to each staff. This has lessened the paper work and maintaining separate files for 

each task. Working offline lets us to simplify our needs. 

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Online Work 

Internal 

Marks 

Project 

Practicals 

Admission 

Staff salary 

Offline Work 

Receipts 

Inwards 

Outwards 

Appointment 

s 

‣ Accountability 

Figure 3: The activities of the office including online and offline works. 

Obligation to fulfill the work expected from time to time, authenticity in data communicated to 

various stakeholders e.g; Target, Planning etc. 

‣ Electricity savings through LED monitors 

All the computers used in college office have LED monitors and are networked. This saves 

electricity as well as health hazard as in case of CRT based monitors. 

IV. INDIGENOUSLY DEVELOPED OFFICE AUTOMATION SOFTWARE 

With the direction and requirement planning by office administrators, the college (students & 

faculty) has developed an indigenous office management system software which has facilities 

like scanning marks cards of the students for admission purpose, keeping track on exam 

applications, subject-wise internal marks and online submission to the university etc. This is 

reduces the manual work and all documents are maintained as soft copy in the database of the 

system. The office automation system has the following modules with the input and output 

details: 

‣ Login Module 

Users can use some of the features of the application only after logging in to the system. For 

this the user has to fill in the user name and password. On logging in, the page is redirected to 

the main page. 

 

Login 

User Type (for staff/Faculty / principal): 

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User Name : 

Password : 

‣ Common User Module 

This module can be used by anyone without logging into the system. It include various 

information about the institution including courses, facilities, admission requirements, contact 

details, student attendance& mark details study materials, notifications etc. 

 

Faculty sign up 

First Name : 

Last Name : 

Gender : 

Department : 

Qualification : 

Additional Qualification : 

Permanent Address : 

Current Address : 

Date of Birth : 

E-mail ID : 

User Name : 

Password : 

Confirm Password : 

Mobile. No : 

Mobile. No (alternate) : 

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Office Staff sign up 

First Name : 

Last Name : 

Gender : 

Department : 






E-mail ID : 

User Name : 

Password : 


Mobile. No : 

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Home 

Overview 

o About College 

o Our Founder 

o Our Principal 

o Our Mission 

o Our Vision 

Admission 

o Admission Requirements 

o Fee structure & Fee Rules 

Departments 

o BCA Department 

o BBM Department 

o B.COM Department 

o MCA Department 

o MBA Department 

o MSW Department 

Administration 

o Principal's Desk 

o Rules & Regulations 

Facilities 

o Hostels 

o Library 

o Labs 

o Seminar Hall & Canteen 

o Transportation 

o Class Rooms and Tutorial Rooms 

Placement Cell 

o Activities 

o Placement Details 

o New Recruitment 

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Achievement 

o Rank Holders 

Gallery 

Contact Us 

o Contact Info 

o Location Map 

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Students Corner 

o University Exams 

o College Holidays 

o Special Events 

o Exam Results 

o Attendance Details 

This is used get the attendance details of student. 

Register No : 

Department : 

Semester : 

Month : 

o Internal Exam Marks 

This is used get the mark details of student. 

Enter Register No : 

Department : 

Semester : 

Select Exam Name : 

o CE Mark 

This is used get the CE mark details of student. 

Enter Register No : 

Department : 

Semester : 

o Downloads 

o Study Materials 

Notification 

‣ Admin Module 

This module consists of various activities like 

Home 

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o User Authorization 

Department Creation 

o Department Name : 

Semester Creation 


o Semester Name : 

Month Creation 

o Month : 

Batch Creation 


o Batch : 

Qualification Creation 

o Qualification : 


 

 

 

 

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Manage 

o Placement Details 

Student Name : 

Department : 

Company : 

Year : 

o Placement Programs 

Recruiter : 

Departments : 

Date : 

Eligibility : 

Interview Location : 

Manage Contents 

o Upload Photos 

Title : 

File Name : 

o Notifications 

Manage Users (Delete) 

o Staffs 

o Faculty 

Add/Edit subjects & Marks 

o Subjects 

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Department : 

Semester : 

Subject Name : 

Max Mark : 

Subject Code : 


 

 

 

 

 

 

Settings 

o Reset Admin Details 

User Name : 

E-Mail Id : 

Old Password : 

New Password : 


College Holidays 

Reason : 

Department : 

Date From : 

Date To : 

University Exams 

Exam Name : 

Department : 

Date From : 

Date To : 

Special Events 

Event : 

Department : 

Date : 

Organizer : 

Upload Forms 

Title : 

File Name : 

Fees Structure 

Department : 

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First Year : 

Second Year : 

Third Year : 


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‣ Staff Module 

This module consists of various activities like 

Academics 

o Enter Attendance 

Name of The Student : 


Gender : 

Cast : 

Blood Group : 

Father’s Name : 

Mother’s Name : 

Guardian’s Name : 

Place of Birth : 

Permanent postal address: 

Current postal address : 

Pin Code : 

Telephone Number : 

Parent's Mobile No : 

Parent's Email ID : 

Student Mobile No : 

Student's Email ID : 

Examination : 

Name of the institute : 

Location : 

Pass year : 

Stream : 

Board/university : 

Percentage : 

Date of Admission : 

Register No : 

Department : 

Semester : 

Batch : 

o View Marks 

Course : 

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Semester : 

Batch : 

Exam Name : 

o View Attendance 

Course : 

Semester : 

Batch : 

Month : 

o View CE Mark 

Course : 

Semester : 

Batch : 

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Send Message 

o Attendance 

Course : 

Semester : 

Batch : 

Month : 

Subject : 

o Mark 

Course : 

Semester : 

Batch : 

Exam : 

Subject : 

o Complaints 

Parents E-mail : 

Subject : 

Message : 

Tools 


Department : 

From : 

Subject : 

Complaint : 

o Apply Leave 

Department : 

From : 

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Date From : 

Date To : 

o Messages 


 

Fees 

o Exam Fee 

Register No : 

Name Of the student : 

Course : 

Semester : 

Amount : 

Date : 

o Mess Fee(Enter/update/display) 

Course : 

Semester : 

Batch : 

Month : 

Register No : 

Name of the student : 

Actual amount : 

Amount paid : 

Date : 

o Id Card Fee 

Register No : 


Course : 

Semester : 

Amount : 

Date : 

o Library Fee 

Register No : 


Course : 

Semester : 

Amount : 

Date : 

o Fine Fee 

Register No : 


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Course : 

Semester : 

Reason : 

Amount : 

Date : 


 

 

Info 

o Student Detail 

o Class Detail 

o Faculty Detail 

Account 

o Reset Password 




o Edit Profile 

First Name : 

Last Name : 

Department : 






E-mail ID : 

User Name : 

Password : 


Mobile. No : 


o Logout 

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‣ Faculty Module 

Academics 

o Enter Attendance 

Department : 

Semester : 

Batch : 

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Month : 

Total class : 

Attended Class : 

o Enter Marks 

Department : 

Semester : 

Batch : 

Month : 

Total Mark : 

Obtained Mark : 

o Enter CE Marks 

Department : 

Semester : 

Batch : 

Month : 

Total Mark : 

Obtained Mark : 

o Upload study material 

Department : 

Semester : 

Subject : 

Title : 

File : 


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Tools 


Department : 

From : 

Subject : 

Complaint : 

o Apply Leave 

Department : 

From : 

Date From : 

Date To : 

o Messages 

Account 

o Reset Password 

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o Edit Profile 

First Name : 

Last Name : 

Department : 






E-mail ID : 

User Name : 

Password : 


Mobile. No : 


o Logout 

‣ Principal Module 

Home 

o Text Message 

Message : 

o Leave Request 



 

 

View Details 

o Staff 

o Faculties 

Settings 

o Reset Principal Details 




o Logout 

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The block diagram of Office Management System is shown in figure 4. The college has its own 

website: www.srinivasgroup.com, the office notices displayed in the college notice boards & 

circulars sent to the classes are displayed in the college intranet and college website. The 

college also display information related to examination, assignment, results of university 

examination in the college website. 

V. CONCLUSION 

Figure 4: The diagrammatic representation of Office Management System. 

The use of the above innovative methods have reduced the manual interference in all the 

administrative activities. The automated systems provide immediate solutions to the user 

requirements. The usage and wastage of papers are reduced. The various stake holders can get 

the up to date information using the automated system. The security system is more effective 

with the implementation of CCTV camera and Use of LED monitors in the computer lab have 

reduced the excess consumption of electricity. Further the Office Management System is 

getting upgraded in using the cloud computing and cloud storage system. 

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VI. REFERENCES 


1. Alavi, M. and Leidner, D.E. “Review: knowledge management and knowledge 

management systems: conceptual foundations and research issues”, MIS Quarterly, Vol. 25 

No. 1, pp. 107-36, (2001). 

2. Basadur.M. “The power of innovation, How to make innovation a way of life”, Pitman 

Publishing, London, (1995). 

3. Davila, Tony; Marc J. Epstein and Robert Shelton. “Making Innovation Work: How to 

Manage It, Measure It, and Profit from It”, Upper Saddle River: Wharton School 

Publishing. (2006). 

4. Estrin, J. Closing the innovation gap, reigniting the spark of creativity in a global economy, 

(2009). 

5. Gassman, O. “Opening up the innovation process: towards an agenda”, Research Policy, 

(2006). 

6. Gopalakrishnan, S. & Damanpour, F. “A Review of Innovation Research in Economics, 

Sociology and Technology Management”, Omega, International Journal of Management 

Science, vol. 25, no. 1, pp. 15-28, (1997). 

7. Luecke, Richard. Ralph Katz, “Managing Creativity and Innovation”, Boston, MA: 

Harvard Business School Press, (2003). 

8. Rampersad, G.C. Innovation management? Managing technology and networks. Germany: 

VDM Verlag, (2009). 

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Information Technology Innovations in Office Management - A Case Study

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